The Planning Conference
The arrangement or planning conference provides the opportunity to create an event that will celebrate the life of the person who has died. Because of the numerous details involved in creating such an event this conference usually takes at least an hour and, may take two or more. The Funeral Home is the ideal place for the arrangement conference, but certain circumstances may warrant meeting elsewhere. Even then most people prefer to make their merchandise selection at the Funeral Home where they may see what they are selecting, rather than looking at a picture.
The Process
Creating an Event A memorialization event that touches those present and creates an understanding of who that person was and what they lived for is a meaningful event. It allows people to remember how that person touched their lives and memorialize the gift of that person’s life. These events and related services fulfill the needs of the living as well as the needs of the deceased.
Within the arrangement conference we will discuss service options that may enhance the meaningfulness of the memorialization process. We will also determine the ways you will want to acknowledge the deceased. Is there special music that should be played at an event, was the deceased a devotee of Bach, Elvis or Hank Williams, Sr. Should there be a motorcycle cortege, an airplane fly-over or hot air balloons. Perhaps a helium balloon or bird release at the cemetery? Do you want to provide the opportunity for anyone to share a thought at any of the schedule events? You may prefer that they write a note that will be placed into the casket or urn or saved by loved ones. Perhaps everyone will have an opportunity to sign the urn or casket, take a flower from a special floral arrangement or take home a special memento provided for the occasion. Many choose to display pictures, videos, memorabilia, and remembrances from the person’s life. The planning conference is the time that we discuss, how when and by whom any memory boards, tables or booklets are to be assembled in preparation of any planned events.
The location, day and time of any formal or informal events will be decided, as well as the time and place of private or public viewings of the deceased, other gathering events and interment or other final disposition options.
Now is also the time to determine who will preside at the service and who will participate. A participant may be a person who will reads notes from family or friends, scripture, selected prose or poetry. Casket bearers, honorary bearers or urn bearers would be considered as participants. Musicians, representatives of organization(s) that the deceased was a member of are also participants.
We will also determine who will be contacting each of the participants, to verify their ability to participate, agree on the scope of their responsibilities and provide them with what they may need to perform those responsibilities.
Some participants, such as casket bearers who (with rare exceptions), perform their duties with no compensation other than the honor of being part of the event. Local custom may however dictate that some participants like: lunch providers, musicians, and clergy, receive a stipend. As part of our conference we will discuss how they should receive their stipend. We will also discuss the preferred payment arrangements for such items as: flowers, cemetery expenses and monument dating. Do you want to pay for these items directly with the provider or should we advance these costs for reimbursement with the other service related expenses.
Selecting Merchandise The arrangement conference will involve decisions regarding merchandise. Your selections may be based on how they may enhance the meaningfulness of the service, or perhaps you may use other criteria. Your selections may include: a casket, an outer burial container, a cremation urn, memorial or prayer folders, as well as other memorial merchandise.
Completing Paperwork. In a world where paperwork is part of every aspect of our lives, it may come as no surprise that paperwork is also a part of our separation from that life.
This aspect of the arrangement conference includes the obtaining of all of the information necessary for the completion of, obituaries, required permits, notifications, authorization and the death certificate. You may find it helpful to have some of this information gathered ahead of time.
The information that we will need is listed on the biographical questionnair page. We will also ask how many certified copies of the death certificate may be needed. An agreement itemizing the costs relating to your service choices will also be completed. Determining how the account will be paid for will also be part of our discussion.
Clothing, pictures and jewelry Another aspect of the arrangement conference will be to determine when we will receive the clothing, jewelry and perhaps glasses, wig or prosthesis that you want the deceased to wear. A photo is useful in arranging your loved one‘s hair and makeup. This or another photo of your choice may appear with the obituary on our web site and in other media. You may also want to incorporate this photo into other memorialization options.
